One-to-one toolkit: Conduct employee meetings with confidence

Strong communication is the backbone of every productive and engaged team. For managers striving to bridge the gap between good and great performance, implementing effective one-on-one (1:1) meetings is a game-changer. These sessions foster trust, enable personalised conversations and provide a structured opportunity to evaluate progress, share feedback and set goals. If you’re wondering how to conduct one-on-one meetings that genuinely drive results, this toolkit is your essential guide.

Here’s exactly what we’ll cover to help you turn 1:1s into your most powerful management tool:

• The link between internal communication and 1:1s
• Key ingredients of effective 1:1s
• Practical tips for running successful individual meetings
• How to master the art of giving feedback
• Leveraging 1:1s for team engagement and career growth
• Creative and flexible formats for 1:1s

By the end of this guide, you’ll be equipped with actionable insights to strengthen your management style and improve team outcomes. Plus, you’ll learn how to access our free one-on-one meeting toolkit filled with ready-to-use templates, guides and resources.

Who is this toolkit for? 

For managers

This toolkit is perfect for managers. It’s designed to make your life easier by cutting down on meeting prep time, helping you feel more comfortable giving feedback and building stronger connections with your team.

For HR/People teams

This toolkit is also perfect for your HR or people team. It’s designed to make one-on-one meetings consistent across the whole company, help your managers grow their skills and create a workplace where everyone feels supported and encouraged to improve.

The foundations of internal communication

Effective 1:1 meetings don’t exist in isolation, they’re built on the foundations of strong internal communication. Here’s why internal communication is crucial for impactful 1:1s:

Why internal communication matters 

Internal communication, the methods and tools used to share information and ideas across an organisation, plays a pivotal role in workplace cohesion. When communication flows smoothly:

• Employees feel supported in their roles.
• Teams are aligned with business goals.
• Feedback is seen as constructive, not critical.
• Miscommunication is reduced, saving valuable time and resources.

When it comes to one-on-one meetings, well-structured internal communication ensures that both parties know what to expect, feel comfortable sharing and walk away with clear next steps.

Did you know miscommunication could cost businesses dearly? Research indicates it reduces productivity by up to 15%, increases workplace stress by 7% and can even impact employee retention. By laying a strong communication foundation, you mitigate these risks.

The link to 1:1 success 

An open channel for communication creates the safe space needed for 1:1 meetings. Employees need to trust that their feedback will be heard and valued, while managers must actively work to empower their team. Coupled with strategies we’ll explore later, internal communication enables 1:1s to deliver meaningful outcomes.

Characteristics of an effective 1:1

One-on-one meetings aren’t just about ticking boxes; they’re personal touchpoints for career progress, addressing challenges and building trust. For a 1:1 to be truly effective, consider these key elements:

Personalised communication 

Treat every employee as an individual with unique needs, goals and circumstances. A generic meeting structure won’t help them thrive. Discuss projects they’re passionate about, roadblocks they’re facing, and their aspirations within the company. Personalised attention fosters loyalty and growth. 

Clear agendas 

Without structure, conversations can meander or feel unproductive. Set a concise agenda ahead of time, detailing:

• A review of progress or updates on current tasks.
• Feedback (both positive and areas for improvement).
• Discussion of short-term and long-term goals.

By clearly defining what needs to be addressed, you create a focus that benefits both parties.

Problem solving 

Reserve part of the meeting for tackling specific challenges. Problem-solving collaboratively allows your employees to feel heard and supported. It also demonstrates managerial commitment to removing obstacles from their path to success.

Practical tips for running successful 1:1s

The most effective one-on-one meetings don’t just happen—they are well-prepared and executed with consistency. Here’s how to ensure you’re running your meetings effectively: 

Be prepared 

To avoid wasting time, come to your meetings with a plan. Jot down relevant points to discuss and possible solutions to share. Likewise, invite your employees to prepare their own notes or questions to help guide the conversation.

Set a regular cadence 

Consistency is key. Aim for weekly, bi-weekly or monthly meetings depending on the context of your business and projects. Regular touchpoints show commitment from management and ensure issues don’t spiral into larger problems.

Remain flexible 

While structure and agendas are important, no two meetings will look exactly alike. Be open to letting employees steer the conversation when necessary. Flexibility better responds to the nuances of each person’s needs and goes a long way in building trust.

Choose optimal timing 

Strike a balance between meeting length and frequency. Start with 30-minute sessions and adjust based on how much there is to discuss. If daily check-ins occur already, shorter 1:1s might suffice. Conversely, if your interactions are less frequent, then you may require more time for your meetings. 

Mastering the art of giving feedback

Constructive feedback is a pillar of managerial success and 1:1s provide the perfect platform for delivering it. Consider these strategies when offering feedback during your sessions:

• Start on a positive note: Highlight what the employee is doing well to set a supportive tone.
• Be specific and actionable: Avoid vague critiques and focus on behaviours or outcomes, not personalities. For example, rather than saying, “You need to work faster,” try, “Completing the report by Friday will keep us on schedule.”
• Listen and respond: Feedback is a two-way street. Allow employees to share their viewpoint and actively incorporate their input into future initiatives.

When delivered correctly, feedback fosters development, confidence and alignment within the team.

Elevating engagement and career development

1:1s are more than just a mechanism for oversight. They can significantly enhance engagement and career development when conducted with purpose. Use these meetings to:

• Encourage employees to set and track their own goals.
• Align personal ambitions with organisational objectives.
• Discuss upskilling opportunities or succession planning.

For example, a manager noticing a team member’s interest in leadership roles could help create a development plan involving mentorship and external courses. This shows investment in their future and drives long-term retention.

Flexible formats for 1:1s

Not every meeting has to take place in a traditional office setting. Flexibility can breathe fresh energy into these conversations while still fostering meaningful outcomes. Some ideas include:

• Walking meetings: Step outside for a casual atmosphere that encourages open dialogue.
• Coffee chats: Meet in a relaxed environment to build rapport.
• Virtual sessions: Ideal for teams who work remotely, video calls provide face-to-face interaction regardless of location.

The ability to adapt the format ensures 1:1s remain dynamic and tailored to team preferences.

Turning strategy into action

Alignment, trust and productivity; these are just a few of the benefits effective 1:1s bring to your team. By implementing the practices shared in this guide, you’re taking a pro-active step toward fostering an engaged, high-performing workforce.

For hands-on tools to help you kickstart successful 1:1s, download our One-on-One Meeting Toolkit. It’s packed with conversation guides, templates and actionable resources to streamline your process and take your meetings to the next level.

Start today by prioritising communication and creating a culture of collaboration, transparency and progress. You’ll be amazed at how much one meeting can make a difference to your business and your employees.